Hotel Management Software with Billing & Accounting

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Visitors Entry Record(Check in)

Visitors Entry Record

hotvrec.bmp

, HiTech Hotel Manager, Accounting Software for Hotels, Hotel Software, Business Management and Accounting Software for Hotels, Restaurants, Motels, Guest Houses. Modules : Rooms, Visitors, Restaurant, Payroll, Accounts & Utilities. Free Trial Download

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To add new visitors give Menu Command Visitors Entry Record. A window will be displayed for Visitors Entry Record. The various details about the visitors as room no., visitor's name, father's name, age, nationality, profession, address, city, state, visit purpose, coming from, going to, arrival time and arrival date etc. can be typed in the text boxes, which are labeled accordingly. You can also give advance details for that visitors as room Occupied at present in the given text boxes.

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, Property Management Software, Hotel Software, Accounting Software for Hotels, Hotel Software, Billing and Accounting Software for property management of Hotels, Restaurants, Motels, Guest Houses. Modules : Rooms, Visitors, Restaurant, Payroll, Accounts & Utilities. Free Trial Download

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To add new visitors press command button New Entry. The various data field of the visitors record will become empty so that you can enter a new record. A room will be selected with the help of Check In , when you click it the list of all vacant rooms is displayed. You will select one of the room from the list, fill in the no. of persons and press the button marked Select Room the selected room no. will be displayed in the room text box. You can also will in the room no directly in the text box. If it is not vacant then you will get a warning message.

Now you can start typing the appropriate information in the text boxes. To move from one text box / field to another use Tab and Shift Tab keys help you to move upward direction on the keyboard or use mouse. The arrival date and arrival time is taken automatically from the computer's current date and computer's current time. It can not be entered by the operator.

Hotvrec2.bmp

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You can add the indentification information consisting of passport or driving license number along with scanned photo and signature files for the visitor. After scanning and saving the file please browse to the file to associate and save it with the visitor record. The files can remain in any folder and the same are moved or stored anywhere. A preview of assicated picture and signature file is also shown.

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To enter the advance details click the button Advance Details and enter the date, amount and slip no. Advance amount automatically entered in the Advance box. You can get a new slip no. by clicking command Get Slip No. , print slip by command Print Advance Slip . If the visitor continues to stay you can fill any number of advance entries.

At the time of check out you can also specify the mode of payment. The payment mode can be one of Cash, Cheque or DD or Credit Card. If you use credit card then credit card receipt account should be defined in the default account setting for the account heads.

Various other details related to the visitors check out information like time, date, no. of days, tariff, %, LT, telephone, meals, laundry charges, service charge, other charges, account head, discount, total, amount recd., refund, bill no. date, receipt no. date and checked will be useful at the time of check out. These values are not to be filled at the time of check in.

When you have finished entering the record then press command button New Entry . A message will be displayed " Save Current Entry Record ?"press Yes to save the entered record or press No to abort. or press Cancel to cancel the saving process. You can enter another record or do something else.

To add another record again press command button New Entry and follow the above steps. To close room record press command button Close.

An attempt to close the visitors record or to move to new record when the text boxes are all empty (null values) will not be allowed. To come out of it move the data control to a new record and close.